PlanetData Management Overview

!  ADMIN
!  Management structure and board creation
"  PMB
"  TMB
!  Quality Assurance
!  Report creation
!  PD Ecosystem
!  PD Programs
!  Communication
!  FINANCES

11-Oct-10
Slide 2 of 25
Kick-off, Mallorca, Spain

GA: PC (chair) + 1 delegate of each core partner

PC Dieter Fensel PMB: PC (chair), SC, PM + 1 rep of each
core partner
SC Elena Simperl
TMB: PC, SC (chair), Activity 1-3 Leaders,
PM: Alice
Carpenier
FM: Leo Garcia WP1-7 leaders
Gregoris Antoniou Karl Aberer John Domingue Dieter Fensel

WP1: CWI
WP4: FBU WP6: IJS
WP2: KIT WP8: UIBK
WP5: EPFL WP7: STI2
WP3:FORTH

11-Oct-10
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!  PC (chair)
!  SC
!  PM
!  1 rep of each core partner
!  CWI:
!  EPFL:
!  FORTH:
!  FUB:
!  IJS:
!  KIT
!  STI2
http://planet-data-wiki.sti2.at/index.php/Boards

11-Oct-10
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!  PC (chair)
!  SC
!  Activity Leaders A1-A3
!  A1: Gregoris Antoniou
!  A2: Karl Aberer
!  A3:John Domingue
!  WP leaders WP1-7
!  WP1:
!  WP2:
!  WP3:
!  WP4:
!  WP5:
!  WP6
!  WP7
http://planet-data-wiki.sti2.at/index.php/Boards

11-Oct-10
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3 weeks before the deadline
4 weeks before the deadline The deliverable is revised by
The reviewers receive the the authoring team according
deliverable from the to the review reports. 2 weeks before the deadline
coordinating author (email The work package leader A final quality check is 1 week before the deadline
attachment, link, etc.). supervises this process in order undertaken by the Activity
The coordinating author to ensure that the deliverable Leader. The Project Manager ensures
implements the reviewer’s that the deliverable is
uploads the deliverable to the The coordinating author
comments. submitted on time to the EC
wiki. submits the final version to the
and (if public) is uploaded to
The reviewers produce detailed Upon completion the revised Project Manager. the project Web site
reviews using a template, send deliverable is sent to the The coordinator author uploads
the reviews to the coordinating Activity Leader. the final version to the wiki
author and upload them to the The work package leader
wiki. uploads the deliverable to the
wiki.

http://planet-data-wiki.sti2.at/index.php/
Quality_Assurance_procedure:_detailed_decription_of_roles_and_responsibilities#Schedule

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4 weeks before
2 weeks before
the deadline 3 weeks before
the deadline 1 week before
WP leaders request the deadline
Activity Leader the deadline
info from WP Project Manager
checks activity Scientific
members, compile compiles
section of Coordinator final-
WP report and Management
Management checks report
submit it to Project Report
Report
Manager

http://planet-data-wiki.sti2.at/index.php/Creation_Schedule#Management_Reports

11-Oct-10
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Core partners

Organisations
Associate
outside the
partners
PD network

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!  Organisations outside the PD network
!  Access to research, and data provisioning and
management results
!  Ability to participate in training, dissemination and
community building events
!  Access to open training infrastructure
!  Ability to submit proposals to PD Programs
!  Associate partners
!  All rights of organizations outside the PD network
!  Ability to submit proposals to PD Programs
!  Partner logo listed on PD website
!  Early access to ongoing PD results through participation
in PD meetings
!  Opportunity to shape the results and topics of the PD
Programs through contribution of requirements and use
cases

11-Oct-10
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!  PD consortium issues invitation for associate
partners on a yearly basis (with the first call
being issued prior to the start of the project)
!  interested parties submit membership
request to PC by submitting a membership
application that documents the organization’s
interest in large-scale data management and
what they believe they can bring to the PD
network
!  three-step approval process:
!  PC referees applications
!  PC makes recommendations to the PMB
!  PMB takes the final decision

11-Oct-10
Slide 10 of 25

- 45 days,
• draft call announcement text
15-Feb-11

• communicate call announcement text to
- 30 days,
01-March 11
Project Officer

• upload full call details on website
- 10 days,
21-March-11 • communicate full call details to Project Officer

• publish full call details in print media/on
-/+ 0 days,
01-April-11
website

11-Oct-10
Slide 11 of 25

• close call
+ 5 weeks,
11-May-11

• finalize evaluation preparations
• communicate names of experts to commission/PO
Week 6+7,
16-27 May 11
• conduct evaluation

• submit evaluation report to Project Officer
Week 10, • request accession of the new beneficiary(ies)
13-17 May 11

• Project Officer approves accession of new beneficiary(ies) to grant agreement
Week 17 • communicate the result of each proposal to the proposer
01-05 Aug 11

http://planet-data-wiki.sti2.at/index.php/Planetdata_programs

11-Oct-10
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!  Mailing list
!  planetdata@lists.sti2.at
!  Wiki
!  http://planet-data-wiki.sti2.at/index.php/
Main_Page
!  Website
!  http://www.ics.forth.gr/isl/PlanetData/

11-Oct-10
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1. Eligible costs of the project
a) they must be actual
b) they must be incurred by the beneficiary
c) they must be incurred during the duration
of the project, with the exception of costs
incurred in relation to final reports or reports
corresponding to the last period (financial
audit certificates, final review travel costs,
etc.) which may be incurred during the period
of up to 60 days after the end of the project.

11-Oct-10
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d) they must be determined in accordance
with the usual accounting and
management principles and practices of
the beneficiary
e) they must be used for the sole purpose
of achieving the objectives of the project,
consistent with the principles of economy,
efficiency and effectiveness
f) they must be recorded in the accounts
of the beneficiary

11-Oct-10
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g) They must be indicated in the
estimated overall budget in Annex I

11-Oct-10
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a)  identifiable indirect taxes including value
added tax,
b)  duties,
c)  interest owed,
d)  provisions for possible future losses or
charges,
e)  exchange losses, cost related to return on
capital,
f)  costs declared or incurred, or reimbursed in
respect of another project,
g)  debt and debt service charges, excessive or
reckless expenditure

11-Oct-10
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-  a pre-financing of 1.057.000 EUR was paid to the
coordinator within the 45 days limit following the
date of entry into force of the grant agreement.

-  5% of the total project Financial Contribution
(151.000 EUR) was kept by the Commission as a
Guarantee Fund and will be distributed with the
final payment.

-  Project partners were asked to provide their bank
details and the transfers were processed as
shown in the following table:

11-Oct-10
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11-Oct-10
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- Financial reporting periods:
P1: from month 1 to month 12
Final period: from month 36 to month 48

-  Schedule: within 60 days after each reporting period end date,
the coordinator will ask each beneficiary to provide the following
financial inputs for the periodic management report:

1. Explanation of the use of the resources
2. Financial Statements – Forms C
3. Financial Certificates on the Financial Statement

- The Financial Statement – Form C figures will be keyed by each
beneficiary in the NEF system, a Web-based online tool for
completing and submitting forms C via the Participant Portal:
http://ec.europa.eu/research/participants/portal

11-Oct-10
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explanation of personnel costs, subcontracting
and any major costs incurred by each
beneficiary, such as the purchase of important
equipment, travel costs, large consumable items,
etc., linking them to work packages.

11-Oct-10
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11-Oct-10
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A certificate on the financial
statements shall be submitted for claims
of interim payments and final payments
when the amount of the financial
contribution claimed by a beneficiary is
equal to or superior to EUR 375 000

11-Oct-10
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-  after each submission and approval of the Financial
Statements (FORM C), the commission will transfer
the amount accepted for the reporting period.

-  Shall the 90% ceiling Maximum community Financial
Contribution be reached, a deduction will be made.

-  the final payment will take into account the pre-
financing amount paid at the start of the project. For
each beneficiary, the financial contribution cannot
exceed in any circumstances the maximum amount of
their agreed contractual financial contribution.

11-Oct-10
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PlanetData Management Overview

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